Job Description

Engineering Administrative Coordinator

Division:

Tropical Builders Division

Reports To:

Engineering Manager / Project Manager

Employment Type:

Full-Time

Location:

Office / Project Support

Position Summary

The Engineering Administrative Coordinator provides comprehensive administrative, document control, contract coordination, and billing support to the Tropical Builders Division. This role supports multi-discipline engineering functions, including Architectural, Civil, Mechanical, and Electrical teams, by ensuring efficient workflows, accurate documentation, and timely coordination of project-related administrative activities.



The position also serves as a key liaison between Tropical Builders Division and Pacific Rim Constructors, supporting compliant intercompany documentation, reporting, billing coordination, and administrative processes in accordance with company standards.

Essential Duties & Responsibilities

Administrative & Project Support

Provide day-to-day administrative support to engineering leads, project managers, and technical teams. Coordinate meetings, schedules, correspondence, reports, presentations, and internal documentation. Assist with onboarding coordination, training logistics, and internal team communication. Support project tracking, reporting, and general office coordination for engineering operations.

Document Control & Records Management

Maintain structured and organized document control systems for multi-discipline engineering projects. Manage document intake, review, logging, distribution, revision tracking, and secure storage. Track submission deadlines and coordinate document updates across engineering disciplines. Maintain audit-ready project records in accordance with company retention policies and intercompany documentation standards.

Contract & Compliance Support

Assist with preparation, routing, and tracking of contracts, amendments, subconsultant agreements, and change orders.


Maintain contract logs and support contract lifecycle tracking. Coordinate vendor documentation, certifications, and compliance requirements as needed. Support compliance with internal controls and documentation standards.

Invoice, Billing & Payment Coordination

Prepare and compile billing packages and supporting documentation. Track invoices, update payment logs, and maintain organized accounts payable and receivable records. Support timekeeping documentation, labor records, and backup required for intercompany billing and cost validation. Coordinate with Pacific Rim accounting and payroll teams to reconcile labor and cost records. Work with accounting staff to resolve billing discrepancies and documentation gaps.

Project Opportunities & Requirements Tracking

Maintain a database of upcoming project opportunities, RFPs, RFQs, and bid requirements. Track deadlines, required documents, licensing, bonding, and prequalification needs. Support proposal preparation, submission logistics, and administrative coordination.

Multi-Discipline Engineering Coordination (A/C/M/E)

Coordinate communication between Architectural, Civil, Mechanical, and Electrical teams. Assist with integrated project deliverables and interdisciplinary review processes. Track discipline-specific schedules, dependencies, and documentation matrices.

Company Culture & Values

Tropical Builders fosters a collaborative and professional work environment grounded in integrity, accountability, and continuous improvement. Employees are expected to demonstrate:

Teamwork & Respect

- Open communication and mutual support

Accountability & Excellence

- Commitment to quality, accuracy, and professionalism

Innovation & Problem-Solving

- Willingness to adapt and improve processes

Growth & Learning

- Engagement in professional development opportunities

Community & Purpose

- Commitment to projects that strengthen Guam and the Pacific region

Career Development & Advancement

This position offers opportunities for growth and advancement, including:


Expanded project coordination and administrative leadership responsibilities Advancement into Project Administrator or Lead roles Development within engineering administration and project support tracks Opportunities to support engineering quality workflows and technical coordination Leadership pathways into team lead or supervisory roles Professional development support, certifications, and cross-training opportunities

Qualifications & Requirements

Associate's or Bachelor's degree preferred (Business Administration, Engineering, Construction Management, or related field). Two (2) to five (5) years of experience in administrative support, document control, or project coordination within engineering or construction environments. Strong organizational, communication, and multitasking skills. Familiarity with construction and engineering terminology, drawings, contracts, and project documentation. Proficiency in Microsoft 365 (Word, Excel, Outlook, SharePoint) and document control platforms. Ability to handle confidential, sensitive, and proprietary information with discretion and professionalism.

Other Duties

This job description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on operational needs, project demands, or organizational growth.

Equal Employment Opportunity

Tropical Builders is an Equal Opportunity Employer. All employment decisions are based on qualifications, merit, and business needs.